Installation Excellence Administrative Assistant

Saving the World! Help Wanted…

Budderfly is a fast-growth, private equity-backed energy management outsourcing company that is committed to reducing global carbon emissions for small to medium sized enterprises. We are the premier sustainability partner for businesses with repeatable footprints such as restaurant chains, assisted living facilities, retail franchises, and more. Budderfly installs, monitors, and manages a combination of patented technologies, equipment upgrades, and proprietary energy software to help deliver complete energy saving solutions for our customers.

Celebrating 5 years on Inc. 5000 America's Fastest-Growing Private Companies list. Recognized in Time Magazine's Best Inventions of 2025.

We are an energetic and dedicated team working together to make a positive impact on the environment while providing an excellent customer experience. We are growing quickly and looking to add talented people who are passionate about making the world a better place!

We have an opportunity for a motivated individual to fill the role of Installation Excellence Administrative Assistant. In this position, the successful candidate will be responsible for the successful HVAC installation administrative work of the Energy Force team.

Why this Role is Important:

Budderfly installs a variety of advanced technologies to save energy on our customers' sites. Ensuring that these technologies are installed efficiently and without issue is vital to the success the organization. This role is for a key player among the impactful team which is tasked with ensuring that these technologies are installed at the utmost efficiency while ensuring optimal customer satisfaction. They will do this by assisting the Installation Excellence team with completing all administrative tasks including, but not limited to: applying for permits, selecting equipment for replacement based on a defined selection criterion, updating dates and comments in internal systems, and other administrative tasks to ensure scope is completed to the utmost quality as a part of the Energy Force team. The successful candidate will have a background in administrative functions within the HVAC field.

Responsibilities:

- Owns the HVAC installation work order dispatching and survey completion administrative tasks

- Works within the company Work Order Management system to ensure work orders are sent to all technicians and scheduled dates are updated

- Reviews HVAC pre- and post-installation surveys to ensure all required scope completion from technicians

- Oversee the scheduling and coordination of crane services for equipment deliveries and installations, ensuring proper handling and safety protocols are followed.

- Act as Liaison between the company and crane companies, our technicians, and permitting offices

- Secure all required permits for HVAC installations, ensuring compliance with local, state, and federal regulations. Act as the primary liaison with National permitting companies to obtain necessary approvals for HVAC work.

- Provide dedication to improve customer service and business productivity

- Provide excellent and timely customer service through phone, email, and chat

- Ensure utmost customer satisfaction (internal and external to Budderfly/Energy Force) throughout the work order systems

- Works to improve customer satisfaction throughout the Energy Force HVAC installation process

Desired Skills and Experience:

- Proven experience in HVAC project administration or a related field (3+ years).

- Strong interpersonal, analytical, verbal and written communication skills

- Experience in administrative management of medium scale commercial projects.

- Familiarity with project management software (e.g., MS Project, Procore).

- Coordinating multiple daily tasks concurrently

- Demonstrated experience in customer phone service

- Able to work as a team player and independently

- Creative problem solver with ability to multi-task

- Passion for energy savings

- Maintaining positive relationships with customers

- Enjoys continuous learning, as supported by your organization, both technically and professionally

- Excellent verbal and written skills.

- Work across / with organization Teams.

Location: Remote

Compensation is based on factors including level of experience, skillset, qualifications, and location.

What We Offer:

- Career advancement opportunities in a fast-growing, supportive company environment

- Competitive pay

- Full benefits package including medical, dental, vison, 401K, life insurance, and disability insurance

- Opportunity to work as part of a team that values its members and works together to achieve positive change.

Budderfly is committed to providing equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, ancestry, disability, veteran status, or any other legally protected status, and to affirmatively seek to advance the principles of equal employment opportunity.

We welcome all job seekers, including those with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company's career web page as a result of your disability.